Part-Time Administrative Assistant

Cape Canaveral•Cape Canaveral, FL

2d•$17 - $27

About The Position

The Part-Time Administrative Assistant provides daily administrative and customer service support across multiple divisions, including Resilience, Building, Planning, Code Enforcement, and the Director’s Office. As the primary receptionist for the Community & Economic Development Department, this position greets visitors, answers calls, and helps manage workflow allowing specialized staff (such as the Permit Technician and Code Enforcement Administrator) to focus on technical tasks. This role will also provide limited backup coverage for the permit technician function during absences or peak periods.

Requirements

High school diploma or GED required; additional coursework in office administration, planning, or construction is a plus.
Two (2) years of administrative, clerical, or customer service experience, preferably in government or permitting.
Strong organizational skills, attention to detail, and the ability to multitask.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office (Word, Excel, Outlook, Adobe) and willingness to learn permitting software.
Ability to work collaboratively with staff, elected officials, and the public.
Ability to use social media.
Must be physically able to operate standard office equipment including computer, phone, copier, scanner, and calculator. Must be able to occasionally lift and carry office supplies or file boxes up to 20 pounds. The role is primarily sedentary but includes walking, standing, and reaching when assisting at the front counter or in filing tasks.
Requires the ability to compare, interpret, and evaluate data, such as permit applications, fee schedules, and written communications, for accuracy and completeness.
Requires the ability to effectively communicate with the public, coworkers, and external partners. Must be able to receive, relay, and interpret information professionally and occasionally explain procedures to internal or external stakeholders.
Must be able to read and interpret permit forms, reports, meeting agendas, and correspondence. Requires the ability to write and edit professional emails, documents, and meeting minutes.
Requires the ability to understand and apply departmental procedures, prioritize tasks, and use judgment to respond to public inquiries and internal needs efficiently.
Must be able to follow verbal and written instructions and clearly explain procedures to customers and staff. Strong proofreading and message delivery skills are required.
Requires the ability to perform basic math, including addition, subtraction, multiplication, division, and calculation of percentages, particularly for fee collection and reconciliation.
Requires the ability to visually assess forms and printed materials for layout, completeness, and compliance with required formatting.
Must have the ability to use a keyboard and mouse with speed and accuracy, and coordinate eyes and hands for office tasks.
Must have the ability to grasp, move, and manipulate small office items like files, paperclips, and forms. Minimal eye/hand coordination required for data entry and recordkeeping.
Requires the ability to remain calm, courteous, and professional when dealing with the public or staff, including during periods of stress or frustration. Must adapt well to frequent interruptions and shifting priorities.
Must be able to hear and speak clearly to communicate in person and by phone.

Nice To Haves

Experience using electronic permitting software.
Familiarity with planning, zoning, or development terminology.
Prior support for public boards or committees.

Responsibilities

Serve as the department’s primary receptionist, answering calls, greeting visitors, and directing inquiries.
Provide courteous and knowledgeable information regarding departmental services, programs, and permitting procedures.
Respond to public inquiries with professionalism, cultural sensitivity, and clarity.
Assist the CED Director and Section Heads with daily administrative tasks and correspondence.
Prepare, edit, and proofread documents, reports, and staff communications.
Maintain digital and physical filing systems; coordinate mail distribution and office supply inventory.
Support board and committee activities by assembling meeting materials, preparing agendas and minutes, and publishing notices.
Track delegated tasks and assist with project documentation.
Provide backup coverage for the Permit Technician during absences or peak times.
Receive and review permit applications for completeness; distribute forms and explain minimum submission requirements.
Enter permit data into the City’s electronic permitting system (BS&A); track routing and status of applications.
Calculate and collect permit fees according to the City’s Schedule of Fees; issue receipts and reconcile payments.
Schedule inspections and respond to contractor and applicant questions regarding time frames and documentation.
Update contractor registration records and support license verification.
Assist in updating department webpages, lobby displays, and bulletin boards.
Support CED-sponsored events and community workshops (e.g., Sea Oat Planting, Adopt-A-Program).
Educate customers on the permit process using layman’s terms and visual aids when needed.
Assist with City capital project documentation, strategic plan updates, and budget process preparation.
Support the design, optimization, and implementation of workflows and business processes within the BSA Cloud platform to enhance operational efficiency and uphold regulatory compliance.
Participate in process improvements and recommend enhancements to administrative workflows.
Maintains a strong commitment to City of Cape Canaveral Organizational Values: City of Cape Canaveral Organizational Values.
Adaptability and willingness to perform other duties as assigned demonstrate flexibility and commitment to the department’s goals.